The Challenge
A live church production team faced a critical communication problem. During services, the production team needed to coordinate across four distinct roles: Video Switching, Audio Engineering, Lighting Control, and Content Management (ProPresenter). When issues arose during live production, the team relied on a chaotic mix of group text messages and in-person interruptions.
This approach created multiple problems: messages got lost in group chat noise, urgent issues weren't distinguished from routine updates, there was no confirmation that critical messages were received, and physical interruptions disrupted volunteers focus during live production.
Before: Communication Chaos
- Group text messages mixing urgent and routine communication
- No way to confirm message delivery or acknowledgment
- Physical interruptions breaking volunteers concentration
- Important alerts buried in conversation threads
- No historical record of issues or patterns
- Confusion about who needs to act on which messages
After: Structured Communication
- Priority-based alerts (Urgent, Normal, Info)
- Mandatory acknowledgment for all messages
- Full-screen alerts eliminating distractions
- Targeted messaging to specific stations or broadcast to all
- Complete message history for trend analysis
- Real-time delivery and acknowledgment tracking
The Solution
Evans Consulting Services designed and built a custom, self-hosted alert system specifically tailored to live production workflows. The system uses simple profile selection for station access and WebSocket technology for instant message delivery.
Key Features
Station-Specific Targeting
Send alerts to individual stations, multiple stations, or broadcast to all. Each station sees only messages relevant to their role.
Simple Profile Selection
volunteers access alerts.local, identify as an operator, and select their station profile. Dedicated iPads with stands at each position ensure consistent access.
Priority Levels
Urgent, normal, and info priority levels ensure critical issues get immediate attention with appropriate visual indicators.
Acknowledgment Tracking
Every alert requires manual acknowledgment. The admin dashboard shows delivery status and tracks which devices have confirmed receipt.
Preset Messages
Configurable preset messages for common scenarios, plus the ability to send custom messages. Stations can also send predefined alerts back to the admin.
Historical Analysis
Complete message history stored permanently for trend analysis and identifying recurring technical issues.
How It Works
volunteers member accesses alerts.local → Taps "I'm an operator" → Selects their station profile → Full-screen alert interface loads
Admin selects target station(s) → Chooses priority level → Sends message → Instant delivery via WebSocket
Alert appears full-screen on dedicated iPad → volunteers member reads message → Taps to acknowledge → Status updates in admin dashboard
Admin dashboard shows real-time connection status, delivery confirmation, and acknowledgment tracking for all active stations
The System in Action
Admin Dashboard View
Admin dashboard: Send targeted alerts, monitor station status, and track acknowledgments in real-time
Station Alert Display
Station view: Full-screen alert display on dedicated iPad ensures critical messages can't be missed
Technical Implementation
The system was built with a focus on reliability, real-time performance, and complete data ownership. Using modern web technologies and self-hosted infrastructure, the solution delivers enterprise-level functionality with full control and privacy.
Technology Stack
Architecture Highlights
- Real-time bidirectional communication via WebSocket ensures instant message delivery and acknowledgment
- Self-hosted infrastructure provides complete control and data ownership
- Dedicated iPad stations with stands ensure consistent, reliable access at each production position
- Simple profile-based login allows volunteers to quickly select their station without passwords or QR codes
- Persistent SQLite database stores all message history for analysis and reporting
- Multi-device support per station allows redundancy and flexibility in production setup
Results & Impact
The custom alert system transformed live production communication from chaotic to structured. The production team now has complete visibility into message delivery, confirmation that critical alerts are received, and historical data to identify recurring technical issues before they become problems.
"The system eliminated the chaos of group texts during live production. Now when there's an issue, the right person gets the message immediately, acknowledges it, and we can track everything. It's transformed how our team communicates."
— Experience Producer
Measurable Outcomes
- Zero missed critical alerts — Every message requires acknowledgment before clearing
- Eliminated production interruptions — No more walking over to volunteers during live services
- Complete audit trail — Every message tracked for pattern analysis and training
- Faster response times — Urgent alerts clearly distinguished from routine updates
- Improved team confidence — volunteers know important messages won't be missed in group chat noise
Why This Approach Works
This project exemplifies the Evans Consulting Services methodology: identify operational friction, design purpose-built solutions, and deliver working prototypes that solve real problems.
Rather than forcing the team to adapt to generic communication tools, we built a system specifically designed for live production workflows. The result is a solution that integrates seamlessly into existing processes while dramatically improving reliability and accountability.
Key Success Factors
- Deep understanding of the workflow — Designed around actual production team needs, not generic assumptions
- Simple, focused interface — Full-screen alerts eliminate distractions during critical moments
- Flexible targeting — Messages go to the right people without overwhelming everyone
- Built-in accountability — Acknowledgment tracking ensures nothing falls through cracks
- Complete data ownership — Self-hosted solution provides full control and privacy
